Setup - Request Budgets

4/25/2017











JAMIS SOFTWARE CORPORATION


























































Setup - Request Budgets | Arthur Egitto


1

Contents



Document Revision Log................................................................................................................................. 3

Abstract ......................................................................................................................................................... 4
Request Budget Setup................................................................................................................................... 4

Step 1. Request Classes ............................................................................................................................. 4
Step 2. Enter Request Job Budgets ........................................................................................................... 5

Request Budget Process................................................................................................................................ 5
Step 1. Request Entry ................................................................................................................................ 5

Credits ........................................................................................................................................................... 7






















































2

Document Revision Log



Version Date Description
1.0 6/15/2016 Initial Draft.
1.1 4/25/2017 Renamed Document


































































3

Abstract

The Request module has the ability for you to enter a budget to track requests against. You
enter a budget per job per cost element. That is important to note. It is not just a job budget
but the combination of job and cost element. You also have the ability to “warn” only or “error
(stop)” the request.



Request Budget Setup



Step 1. Request Classes

You need to turn on budget checking for each Request Class that you want to track budgets for.
Go to Distribution>Purchase Requisitions>Configuration and select Request Classes to get the
screen pictured below.




























Click on the “GL Accounts” tab as shown circled in blue above. You need to set the “budget
validation” field to the desired effect. In the example above, I set it to “warn” only. Save the
record and then cycle through all the Request Classes and set the “budget validation” field for
those classes you want to track budgets for. You don’t have to set budget tracking for all
classes.










4

Step 2. Enter Request Job Budgets


The next setup step is to enter the Job and Cost Element combinations to track budgets for.
These entries will tell the system which job/cost element combinations and what budget for
each to use when tracking budgets during Request entry. Go to Distribution>Purchase
Requisition>Work Area and select “Request Budget” to get the screen pictured below.
























Enter the job that you intend to track the budget for. Then enter the cost element and budget
dollars as shown in the examples found on the screen pictured above.



Request Budget Process

There is not much to this process. While you are entering a Request, the system is tracking the
dollars requested against the jobs and cost elements that are input on the request. The system
tracks current expenditures (paid for in AP) and open PO’s. It doesn’t take into consideration for
the formula, other requests that might be input into the system or for that matter, the current
request amount being entered. The system calculates the remaining budget as (budget –
expenditures – open PO’s) only.




Step 1. Request Entry

As you are entering the Request lines, the system is totaling and validating against the budget
for each job listed on the Request. Go to Distribution>Purchase Requisition>Work Area and

select “Requests” to get the screen pictured below.




5

Notice that I have entered 4 lines, all to the same job and cost element. The system is totaling
the lines and when the total will put the dollars over the budget, it displays a “yellow” warning
bubble (circled in red above). Click on the “budget” tab to get the screen pictured on the
following page.
































Notice that the “Budget Amount” field (circled in red above) shows the same yellow warning
icon. The “Remaining Budget” (calculated as Budget amount – Open PO amount – Actual
Purchased amount) shows as $18,830.12. The Request amount is for $20,154.00. The system
shows the Request dollar amount in the last column above “Unapproved Amount”. Remember I

6

only set this budget validation to warn. The approver can always approve this amount if he/she
wants.


That is the process for entering and tracking budgets against Jobs and Cost Elements.



Credits
Arthur Egitto



































































7